Policies

    Need to restrict from where your employees are performing a web punch from?

    With the IP Address Web Punching Restriction feature, you can specify from which IP Address your employees can punch from.

    If you do configure the IP Adress Web Punching Restriction, the employees will continue to have access to of their online account, however, web punching will only be allowed if the employee is accessing the account on the permitted IP Address.

    Note that this is an optional setting, by default, a web punch is allowed from any location if there is no IP Address assigned. 

    To set up the IP Address Web Punching Restriction follow these steps:

    1. Go to Organization on the left Menu of your account.

    2. Click on Policies.

    3. Go to current Punch Management policy or add a new one.

    4. Under Punch Permissions, set Allow Web Punch to Yes to have the IP Address option display.

    5. Under Available IP Addresses, you can add an IP Addresses by clicking Add an IP address.

    6. Enter a name for the IP Address and Enter the entire IP Address then click save. Click on Use current IP address to use your current IP Address, it will automatically populate.

    7. The IP Address will move to the Assigned IP Addresses section. You can toggle the IP Addresses from the Available section to the Assigned section.

    8. The IP Address can also be deleted by hovering over them and clicking on the red X.

    9. Once you are done adding your IP Addresses to your Punch Management policy click on Save.

    10. Employees that have restriction IP Addresses will view the following instead of punch options. 

    11. Assign the Punch Management policy to any department or user. Refer to Policy Assignment to Individuals.

    Citadel now offers you the freedom to assign policies to individual users throughout your account, regardless of their role type. This new functionality will help you organize your employees policies either via their home department or on a user by user basis. Below is a step by step walk-through of how to assign a Punch Management Policy to an active user, allowing them perform punches from any platform enabled within the Punch Management Policy. 

    1. Start by accessing the Policies tab, then select Punch Management. Here you will see a list of all available Punch Management policies included within the account. Select the Punch Management Policy that will need to be assigned.  

    User_Policy_1.png

    2. Ensure that at least one of the following options are set to Yes in the Punch Management Policy:  'Allow Time Clock Punch', 'Allow Web Punch' or 'Allow Smartphone Punch'. 

    User_Policy_2.png

    Note: By setting either 'Time Clock, Web or Smartphone' punch to yes, you will be allowing any user with this assigned Punch Management Policy to punch in through the respective method allowed.

    3. Once the Punch Management Policy has been created or modified, you will want to access the People tab, followed by the user that requires the previously enabled Punch Management Policy. 

    4. Under the user profile, select Policies. From here you will select the 'Assign or Replace Policy' option, which will provide you with all available policies currently not assigned to the user. 

    User_Policy_3.png

    5. Select the 'Punch Management' sub tab, then select the Punch Management policy created or modified within Step 2. 

    6. A confirmation message will appear, providing a review of the changes you are about to make. Selecting Confirmwill replace the current Punch Management policy with the policy created or modified within Step 2. 

    User_Policy_4.png

    7. The user selected will now have an active Punch Management Policy in place, allowing them to punch in from any of the enabled platforms selected within the Punch Management Policy. 

    In Citadel, you can set up your pay periods as you wish. You can select when a pay period starts and how long it will last. To create a pay period, follow these steps:

    1. Click Policies under Organization in the main menu.

    2. Click the Pay Period tab.

    3. Click on an existing Pay Period policy tile to edit.

    4.  Edit the Pay Period Type setting to adjust the length of time that your pay periods will be. The options are:

    • Weekly—Pay periods are one week long.
    • Bi-Weekly—Pay periods are two weeks long.
    • Semi-Monthly—There are two pay periods per month.
    • Monthly—There is one pay period per month.

    Pay_Period_1.png

    5.  Edit the Workweek Begins On setting to adjust the workweek start date.

    6. If you choose either the Monthly or Semi-Monthly option, Pay Period Start appears on the screen, allowing you to set the day(s) of the month that each pay period will begin.

    7. Effective Date setting allows you to select when you want your new pay period duration to go into effect. 

        Note: The current pay period must finish before a new pay period length begins

    Pay_Period_2.png8. When you are finished with each setting, click Save.

    Punch Management policy dictates how your employees can punch in and out of shifts, the length of shifts, and when days change. To change these settings, follow these steps:

    1. Click Policies under Organization in the main menu.

    2. Click the Punch Management tab and click Add

    3. Adjust the following settings:

    • Maximum Shift Length – The maximum number of hours a person can work in one shift.
    • Day Changes At – This is the time when the work day changes.
    • New Shift Starts After – The number of hours that must lapse after an employee punches out before they may start a new shift.
    • Allow Time Clock Punch – Enable an employee to punch at a time clock.
    • Allow Web Punch – Enable an employee to punch from their computer on the Citadel Cloud.
    • Allow Department transfer – Enable employees to transfer between departments.

    Punch_Management.png4. When you are finished editing, click Save.

    Date Time Currency policy allows you to define the formatting of time and currency values displayed throughout the portal, on time cards and in reports.

    To select formatting for your Citadel account, follow these steps: 

    1. Click Policies located under Organization in the main menu.

    2. Click Date Time Currency tab. 

    3. Click the Date Time Currency policy title to edit the settings.

    4. Adjust the following settings: 

    Policy Name- The name you assign to the policy

    Status - Specify whether the policy should be active or archived.  

    Date Format- Select the format that the date will be displayed in 

    Currency Type- Select the currency that people's pay will be displayed in

    Time Format- Select whether daily time is shown in 12 hour or 24 hour format

    Minute Format- Select whether time is shown in standard, hundredths, or tenths of an hour format

    5. Click Save.Date___Time.png

    Break Policies can be assigned to a department or a user to manage the rest (break) or meal (lunch) rules.

     

    1. Go to the Policy Tab of your account.

    2. Click on Add New in the Break Policy section.

    Break_1.png

    3. Add a policy name to be able to recognize it in the policy assignment section. 

    4. Add as many Break Rules as you need for this policy by clicking Add a New Break Rule.

    5. Select Rest or Meal for the Break Type.

    6. Select yes if the break is paid or no if it is not paid. If yes, fill out how much of the break is paid in hours and minutes.

    7. Select Standard if the employees will need to perform a punch for this rule or Auto if the employees don't need to perform a punch for this rule.

    8. Select yes or no for minimum break length required, if yes, this will perform a lockout to end the break, fill out the duration of the break in hours and minutes.

    Break_2.png

    9. Click on Save 

    10. Assign the policy to departments or individual users. Refer to Assign and Replace Policies.

     

    Lockout and Shift policy can prevent employees from working unauthorized overtime. By setting a Start Grace and End Grace employees can clock in for work before their shift and clock out for work after their shift ends without being payed overtime. To set a Shift, follow these steps:

    1. Click Policies under Organization in the main menu.
    2. Click the Lockout tab and click Add or edit an existing policy.Shift_Lockout_1.png
    3. Select the toggle switch for each day that will have a Shift enabled.
    4. Select a Start Time and Stop Time for day’s Shift. This is the range of time employees are expected to punch.
    5. Select the duration of the shifts Start Grace and End Grace. This is the amount of time before and after a shift that employees can punch without being paid overtime.Shift_Lockout_2.png
    6.  When you are finished editing, click Save.

    Lockout and Shift policy can prevent employees from working unauthorized overtime. Lockouts will prevent employees from punching outside of the specified times. To set a Lockout, follow these steps:

    1. Click Policies under Organization in the main menu.
    1. Click the Lockout tab and click Add or edit an existing policy.Shift_Lockout_3.png
    1. Select the toggle switch for each day that will have a Lockout enabled.
    2. Select Lockout Before and Lockout After times. Employee’s will not be able to punch from the time clock or web punch during lockout.Shift_Lockout_4.png
    3. When you are finished editing, click Save.

    The Shift Differentials Policy feature provides the ability to set up a Shift Policy that when worked by an employee will modify the rate of pay for the time worked. For example, if there is a shift that is set up for the middle of the night and the employees get paid more for working that shift then Shift Differential Policy can be used to accomplish the modification of pay. The shift differential will adjust the employee's usual pay rate either by adjusting the modifier or their current hourly rate.

     

    Any user with permissions to Add/Update Policies will be able to create Shift Differential Policies.

     

    1. Go to the Policy Tab of your account.

    2. Click on Create Policy next to the Shift Differential Policies section.

    3. Enter the Shift Differential Policy name, this name will be used as the main policy name. 

    4. Enter as many Rules as needed to set up different modification rules for different times and days by clicking on Add a New Differential Rule on the bottom right of the section.

    5. Enter the Name of the Rule.

    6. Set the Start Time and End Time for the Differential Rule.

    7. Set the Minimum Time to be Worked for the policy to apply.

    Shift_1.jpg

    8. Select a Pay Code for the Differential Rule, or enter a custom Pay Code by selecting Add New Pay Code

    Shift_2.jpg

        Note: If you selected to add a custom Pay Code, in the modal, enter the Pay Code Description and the Pay Code and click Save or Cancel.

    Shift_3.jpg

    9. Enter the Modifier to be applied to the pay rate if different from the default value of 1.5.

    10. Select the days for the Differential Rule to be applied. Each Differential Rule may have different days.

    Shift_4.jpg

    11. Select the Allow Override option to allow Differential Modifiers to override any Overtime Rules that overlap with the Differential Rules.

    Shift_5.jpg

    12. Once all the Differential Rules have been added to the Shift Differential Policy you can click on Save.

    13. Go to the department or to the individual user to apply the Policy's created. Since policies can be applied to Departments or to individual create the necessary Shift Differential Policies for Departments or for individuals.

     

     

     

     

    Creating an Accrual Policy for your employees allows you to accurately track and adjust available accrual hours of all active employees.  To set up an Accrual Policy, please follow these steps:

    1. Click Policies under Organization in the main menu.

    2. Click the Accrual tab and click Add or edit an existing policyAccruals_1.png

    3. Enter the Policy Name and ensure its status is Active.

    4. Provide an Accrual Name and an Accrued Pay Code that best matches the accrual name.

    Accruals_2.png5. Select the Accrual Rate, along with Accrual Rate Frequency and Hours Worked

    6. Decide whether an Accrual Cap should be Enabled or Disabled. 

    7. Decide if the accrual policy will Reset or Rollover along with the date for either option. 

    8. Select Add New Accrual Rule if the an additional Accrual Rule needs to be added.

    9. Hit Save if you have completed all required information. 

    Including a Holiday Policy on your account will allow you to create and assign custom and common US holidays for your employees. 

    When you create a new Holiday Policy you can optionally give your employees a paid holiday without working, pay them a special rate for working on that day, or both. The pay rate modifier, such as time-and-a-half, is completely customizable. More, it gives you the option to override all other active pay rate modifiers, such as your standard overtime policy, whenever it’s added to a time card.

    To begin creating your Holiday Policy, please follow these instructions:

    1. Click Policies under the Organization tab.

    2. Click the plus sign on Holiday.

    3. This page will provide you with an overview of all of your current Holiday rules. To add a new Holiday Rule, click Create Holiday on the top right-hand side. 

    Holiday_1.png

    4. Choose between a Custom Holiday or a select from a list of Common US Holidays (set to repeat as default).

    Holiday_2.png

    5. If Custom is selected, provide a name and date for the holiday. Here you will also be provided with an option to set the Holiday to Repeat. If a holiday from the Common US Holiday list is selected, the name and date will be provided for you. You have the options to modify the repeated day.

    Holiday_3.png

    6. Finally, provide a number of hours and information for the following settings:

    • Paid Holiday Time: Time entered here will be added to employee time cards.
    • Paid Holiday Pay Code: Paid Holiday Time will be labeled with this code on the time cards and reports.
    • Working Holiday Pay Code: Hours worked on this Holiday will be labeled with this code on time cards and reports.
    • Working Pay Rate Modifier: Rate at which employees will be paid for working on this Holiday.
    • Holiday Override: The Working Pay Rate Modifier for this Holiday will override all other pay rate modifiers, such as the current overtime policy.

    Holiday_4.png

    7. After completing the required information, select Create and Close to add a single holiday and leave the holiday creator or select Create and Add Another to continue adding holidays. 

    Holiday_5.png

    Edit or Delete a Holiday Policy:

    1. From the Holiday Details landing page select the menu option () for the holiday you would like to edit or delete.
    2. Click on the Edit option from the drop-down menu to open the Holiday Policy and to save any changes click on Update on the bottom right.
    3. Click on the Delete option from the drop-down menu, then click on Confirm button to remove the holiday.

    Holiday_6.png